I. General Guidance and Information
It should be noted that some disciplines, including Asbestos Management
and Water Hygiene have not been included in this logbook. Schools will
already have a register or logbook for these disciplines and should
continue to use these for the storage of relevant documentation.
This logbook has been divided into two parts. Part One contains general information,
records and guidance, and Part Two contains specific sections for storing building
compliance related information and documentation (a detailed explanation of each
section follows below).
All pages from this logbook are available to download on EGfL –
I. General Guidance – An explanation of each section and its use.
II. Where to get Further Advice – This section contains a list of common areas of
building compliance with the most appropriate person to contact within the
Council. There is also a list of websites that provide information and guidance on
health & safety and building compliance.
III. Maintenance Calls Record – Use this section to record calls to maintenance
contractors. This will avoid duplicated calls and can be used as a performance
monitoring record for suppliers.
IV. Maintenance Contractor Attendance Record – This section is to be used to
record the attendance of maintenance contractors. It is not intended to replace
the ‘signing-in’ book, but to enhance maintenance records, by recording a
detailed reason for the visit. If used in conjunction with the ‘Maintenance Calls
Record’ (section III.) it will make an effective performance management tool.
V. Guidance to Legal Duties for Maintenance Regime (without prejudice) – March
2009 – This guidance document was first issued in April 2009. It was compiled
to provide building maintenance compliance guidance to help identify the
minimum regime required to ensure that statutory duties are discharged in
regards of compliance.
VI. Overview of Tasks and Documentation – This section contains guidance on the
minimum tasks that are required within each discipline and lists what records
should be kept.
VII. Mechanical & Electrical Maintenance Planner – Use this section to file the
annual maintenance planner from your supplier(s). It should contain what tasks
are to be completed, the frequency and when they will be completed.
Page 1 of 3
VIII. Emergency Isolation & Utility Meter Locations – This section is used to record
the locations of emergency isolation points and utility meters for electricity, gas
and water, also to record the emergency contact details of the utility suppliers.
IX. Building Information Locations – Use this section to record the location of
building compliance related information that is not kept in this logbook. This will
include Asbestos Register, Water Hygiene Logbook, and COSHH Register etc.
X. Monitoring and Reviews – To be effective a maintenance regime must be
monitored and reviewed regularly, use this section to record the regular reviews
(monthly, quarterly etc) and to highlight any performance issues with suppliers.
XI. Communications – File communications regarding building compliance in this
section. This may include quotes, contract information and complaints etc.
PART TWO – Maintenance Records
Part Two is used to file the documentation relating to the school maintenance regime,
this will include reports & certification from contractors and records of maintenance
tasks completed by in-house staff. Part Two contains 31 sections, (see contents page
full the full listing). All documentation relating to specific systems or equipment should
be filed in the appropriate section.
Whenever a maintenance contractor visits the school, they should always leave, as a
minimum, an ‘engineers worksheet’. This is a record of the works completed, who
attended, on-site times and if any works are outstanding. The worksheet should be filed
in the appropriate section of this logbook depending on the reason for the visit.
Statutory maintenance tasks must be recorded; this may entail reports and/or
certificates being issued by contractors, these documents should be filed in the
appropriate section of this logbook. ‘Part One – VI. Overview of Tasks and
Documentation’ lists what records should be kept as a minimum. Should there be any
Health & Safety Executive (HSE) engagement, this will be an essential record to
For ease of reference the maintenance disciplines in Part Two have been colour-coded
as shown in the table below. All documentation or task record templates have been
coloured to the appropriate discipline.
Air Conditioning & Heating & Gas
Electrical Safety Fire Safety Equipment &
Ancillary Equipment General Guidance &
Equipment & External Security Systems
& Systems Information
A number of task/record templates have been included in relevant sections of the
logbook, these generally refer to statutory maintenance checks and inspections that
can be completed by in-house staff, but they can be used to monitor tasks by
contractors. A full list is included overleaf and all templates are available on Ealing Grid
Page 2 of 3
Where necessary, templates include guidance on how to complete the task and a
section to record when any remedial (faults found during the test/ inspection) works
have been completed.
DISCIPLINE Document Name
III. Maintenance Calls Record
IV. Maintenance Contractors Attendance Record
General Information VIII. Emergency Isolation and Meter Locations Template
IX. Building Information Locations Template
X. Monitoring & Review Record
9 Weekly – Fire Alarm Call Points Activation Record Task Record
10 Monthly – Emergency Lighting Test Record Task Record
Fire Safety 11 Weekly – Sprinkler Alarm Gong Test Record Task Record
12 Monthly – Doors Inspection Record Task Record
13 Monthly – Fire Extinguisher Inspection Record Task Record
23 Playground Equipment & Area Inspection Record Task Record
PE, Playground Gymnasia, Sports Halls and Fitness Areas Inspection
23 Task Record
Equipment & External Record
Areas 24 Trees – Visual Inspection Record Task Record
24 External Site Inspection Record Task Record
Security Systems 28 Weekly – Panic Alarm Test Record Task Record
29 Annual – Ladders & Steps Inspection Record Task Record
Page 3 of 3